This translation is provided for information only. In the event of any dispute or matter of interpretation, the French version shall prevail. Belgian legal references (Code des sociétés et des associations — CSA, Code de droit économique — CDE) are kept in their original French names.

Internal Rules

Title I - Object and scope of application

1. These internal rules supplement the articles of association of the ASBL “Le Comité Kurde” (LCK). They define the day-to-day operating rules of the association.

2. These rules are complementary to the articles of association. In the event of contradiction, the articles of association shall prevail.

Title II - Registered office and meetings

3. The registered office is set out in the articles of association. As the ASBL does not have permanent premises of its own for its administrative activities, correspondence is handled at the registered office or at any other address designated by the Board of Directors.

4. Meetings of the Board of Directors and of the General Assembly may be held:

   • in person, at any suitable location (rented hall, café, member’s home);
   • by videoconference or audioconference;
   • by written consultation (written procedure provided for in the articles of association).

5. The convocation arrangements specify the location or the connection link.

Title III - Communication

6. Official communications of the ASBL are made by:

   • email;
   • instant messaging (WhatsApp, Signal, etc.);
   • any other written means agreed between the members.

7. Members must communicate a valid email address and telephone number to the Board of Directors.

8. Convocations, minutes and important documents are kept in digital form in a shared folder accessible to the members of the Board of Directors.

Title IV - Procedure for convening meetings

9. General Assembly

   • Convocation sent at least 15 days before the meeting, in accordance with the articles of association.
   • The convocation contains: date, time, place (or means of remote participation), agenda.
   • Preparatory documents (accounts, budget, reports) are sent at least 7 days before the meeting.

10. Board of Directors

    • Convocation sent at least 7 days before the meeting.
    • In the event of urgency, the chair may convene with a reduced notice period, subject to informing all directors.

Title V - Conduct of meetings

11. Each meeting is chaired by the chair or, in their absence, by the secretary or by a designated director.

12. Minutes are drawn up for each meeting (General Assembly and Board of Directors). They mention:

    • the date, time and place (or mode of holding);
    • those present, absent and excused;
    • the items discussed and the decisions taken;
    • the result of the votes.

13. The minutes are signed by the chair and the secretary, then kept in the digital register of the association.

Title VI - Decision-making

14. In accordance with the articles of association (art. 70-71), decisions are taken by consent and, failing agreement, a vote is held by simple majority. In the event of deadlock, a vote is organised: the quorum is 4/5 of the directors present or represented, and decisions are taken by simple majority (abstentions are not counted). In the event of a tie, the chair’s vote is decisive if the Board has at least three directors.

15. In the event of urgency, decisions may be taken by electronic means (email, videoconference), provided that all directors have been consulted and that the written procedure provided for in the articles of association is observed.

16. Any director may request a secret vote on a particular item.

Title VII - Management of membership fees

17. The amount of the annual membership fees is set by the Board of Directors and communicated to members by 31 January of each financial year at the latest.

18. Membership fees are payable within 30 days following the call for fees.

19. Any member who fails to pay their fee within 60 days after the due date is considered in default. The Board of Directors may, after a reminder, suspend the member’s rights (access to activities, voting rights).

20. Receipts for membership fees are issued upon request.

Title VIII - Activity management

21. Each activity is placed under the responsibility of an activity manager designated by the Board of Directors.

22. The activity manager:

    • organises the sessions according to the defined schedule;
    • ensures compliance with the specific rules of the activity;
    • keeps a record of attendance of participants;
    • reports to the Board of Directors.

23. In the event of the manager’s absence, the latter designates a replacement from among the participants.

Title IX - Use of equipment and outfits

24. Equipment and outfits provided by the ASBL for the various activities are lent to participants for the duration of their participation.

25. Each participant is responsible for the equipment entrusted to them and must return it in good condition.

26. In the event of loss, damage or non-return, the amount defined by the Board of Directors is claimed from the participant.

Title X - Confidentiality and privacy

27. Personal data of members (name, address, telephone, email) are used only for the purposes of the association’s operation.

28. Such data are not communicated to third parties without the prior consent of the member concerned, save where required by law.

29. In accordance with the General Data Protection Regulation (GDPR), the ASBL collects the explicit consent of each member, via a form signed at registration, for the use of their image (photos, videos) for communication purposes (website, social networks, flyers). This consent may be withdrawn at any time in writing to the Board of Directors. The withdrawal of consent takes effect within a reasonable period and does not affect the lawfulness of processing carried out before the withdrawal. For minors, consent is given by the legal representative.

Title XI - Publicity and external communication

30. Any communication on behalf of the ASBL (press, social networks, public events) must be authorised by the Board of Directors.

31. Only members of the Board of Directors may bind the ASBL with respect to third parties.

32. Members are free to speak about their own participation in the association, but may not bind the ASBL or express positions on its behalf without authorisation.

Title XII - Conflict management

33. Any dispute between members or between a member and the association must first be brought to the attention of the Board of Directors in writing.

34. The Board of Directors attempts to resolve the conflict by mediation.

35. In the event of failure, the dispute may be referred to the General Assembly, whose decision is sovereign.

Title XIII - Amendments to these rules

36. These rules may be amended by the Board of Directors. However, in accordance with article 74 of the articles of association, provisions relating to the rights and obligations of effective members, to the powers of the bodies or to the operation of the General Assembly may only be amended by the General Assembly, by a two-thirds majority of the votes.

37. Any amendment is communicated to members within 15 days.